Assurance, Risk and Finance Committee Meeting Minutes

8 September 2021

unconfirmed

 MINUTES OF Far North District Council
Assurance, Risk and Finance Committee Meeting
Held Electronically via Microsoft Teams
ON
Wednesday, 8 September 2021 AT 1.30 pm

 

PRESENT:              Chairperson John Vujcich, Member Bruce Robertson, Mayor John Carter (HWTM), Deputy Mayor Ann Court, Cr Mate Radich, Cr Rachel Smith, Cr Kelly Stratford, Cr Moko Tepania, Member Mike Edmonds, Member Adele Gardner

IN ATTENDANCE: Shaun Clarke (Chief Executive Officer), William J Taylor, MBE (General Manager Corporate Services), Dean Myburgh (General Manager District Services), Andy Finch (General Manager Infrastructure and Asset Management), Darren Edwards (General Manager Strategic Planning and Policy)

 

1            Karakia TimatAnga – Opening Prayer

Chair John Vujcich opened the meeting with a karakia.

2            Ngā Whakapāha Me Ngā Pānga Mema / Apologies and Declarations of Interest

Nil

3            Ngā Tono Kōrero / Deputation

 Nil

4            Confirmation of Previous Minutes

4.1         Confirmation of Previous Minutes

Agenda item 4.1 document number A3051544, pages 12 - 17 refers.

Resolution  2021/1

Moved:       Chairperson John Vujcich

Seconded:  Cr Rachel Smith

That the Assurance, Risk and Finance Committee confirms the minutes of the Assurance, Risk and Finance Committee meeting held 21 July 2021 as a true and correct record.

In Favour:       Cr John Vujcich, Member Bruce Robertson, Mayor John Carter, Deputy Mayor Ann Court, Cr Mate Radich, Cr Rachel Smith, Cr Kelly Stratford, Member Mike Edmonds and Member Adele Gardner

Against:           Nil

Abstained:       Cr Moko Tepania

Carried

 

5            Reports

5.1         Investment of Returned GST Funds 30 June 2021

Agenda item 5.1 document number A3338916, pages 18 - 20 refers.

RESOLUTION 2021/2

Moved:       Cr Moko Tepania

Seconded:  Cr Rachel Smith

That the Assurance, Risk and Finance Committee approve:

a)      The investment of $1,960,702 in term deposits with the ASB Bank;

b)      The revolving investment period be determined by the Chief Financial Officer based on the available rates; and

c)      The funds remain invested and funds accumulated to repay underlying debt over time.

In Favour:       Cr John Vujcich, Member Bruce Robertson, Mayor John Carter, Deputy Mayor Ann Court, Cr Mate Radich, Cr Rachel Smith, Cr Kelly Stratford, Cr Moko Tepania Member Mike Edmonds and Member Adele Gardner

Against:           Cr Rachel Smith

carried

 

5.2         Emergent risk, Programme Darwin

Agenda item 5.2 document number A3326782, pages 21 - 27 refers.

ReSOLUTION 2021/3

Moved:       Mayor John Carter

Seconded:  Cr Kelly Stratford

That the Assurance, Risk and Finance Committee approves the addition of the “Programme Darwin” risk onto the Organisational Top Risks Dashboard.

In Favour:       Cr John Vujcich, Member Bruce Robertson, Mayor John Carter, Deputy Mayor Ann Court, Cr Mate Radich, Cr Rachel Smith, Cr Kelly Stratford, Cr Moko Tepania Member Mike Edmonds and Member Adele Gardner

Against:           Nil

carried

6            Information Reports

6.1         September 2021 Risk Management Report

Agenda item 6.1 document number A3339293, pages 28 - 46 refers.

RESOLUTION 2021/4

Moved:       Member Bruce Robertson

Seconded:  Cr Kelly Stratford

That the Assurance, Risk and Finance Committee receive the report September 2021 Risk Management Report.

In Favour:       Cr John Vujcich, Member Bruce Robertson, Mayor John Carter, Deputy Mayor Ann Court, Cr Mate Radich, Cr Rachel Smith, Cr Kelly Stratford, Cr Moko Tepania Member Mike Edmonds and Member Adele Gardner

Against:           Nil

carried

 

6.2         Risk progress report for programme of externally funded projects.

Agenda item 6.2 document number A3333582, pages 47 - 57 refers.

ReSOLUTION 2021/5

Moved:       Cr Kelly Stratford

Seconded:  Chairperson John Vujcich

That the Assurance, Risk and Finance Committee receive the report Risk progress report for programme of externally funded projects.

In Favour:       Cr John Vujcich, Member Bruce Robertson, Mayor John Carter, Deputy Mayor Ann Court, Cr Mate Radich, Cr Rachel Smith, Cr Kelly Stratford, Cr Moko Tepania Member Mike Edmonds and Member Adele Gardner

Against:           Nil

carried

At 2:28 pm, Mayor John Carter left the meeting. At 2:30 pm, Mayor John Carter returned to the meeting.

6.3         Council Financial Report for the Period Ending 31 July 2021

Agenda item 6.3 document number A3346391, pages 58 - 73 refers.

ReSOLUTION 2021/6

Moved:       Cr Kelly Stratford

Seconded:  Cr Rachel Smith

That the Assurance, Risk and Finance Committee receive the report Council Financial Report for the Period Ending 31 July 2021.

In Favour:       Cr John Vujcich, Member Bruce Robertson, Mayor John Carter, Deputy Mayor Ann Court, Cr Mate Radich, Cr Rachel Smith, Cr Kelly Stratford, Cr Moko Tepania Member Mike Edmonds and Member Adele Gardner

Against:           Nil

carried

 

6.4         Elected Members Sensitive Expenditure

Agenda item 6.4 document number A3334364, pages 74 - 75 refers.

ReSOLUTION 2021/7

Moved:       Mayor John Carter

Seconded:  Cr Kelly Stratford

That the Assurance, Risk and Finance Committee receive the report Elected Members Sensitive Expenditure.

In Favour:       Cr John Vujcich, Member Bruce Robertson, Mayor John Carter, Deputy Mayor Ann Court, Cr Rachel Smith, Cr Kelly Stratford, Cr Moko Tepania Member Mike Edmonds and Member Adele Gardner

Against:           Nil

carried

At 2:58 pm, Cr Mate Radich left the meeting.

6.5         People and Capability Quarterly Update: 1 April - 30 June 2021

Agenda item 6.5 document number A3347764, pages 76 - 78 refers.

Resolution  2021/8

Moved:       Mayor John Carter

Seconded:  Member Bruce Robertson

That the Assurance, Risk and Finance Committee receive the report People and Capability Quarterly Update: 1 April - 30 June 2021.

In Favour:       Cr John Vujcich, Member Bruce Robertson, Mayor John Carter, Deputy Mayor Ann Court, Cr Rachel Smith, Cr Kelly Stratford, Cr Moko Tepania Member Mike Edmonds and Member Adele Gardner

Against:           Nil

Carried

 

6.6         Assurance, Risk and Finance Committee Action Sheet Update August 2021

Agenda item 6.6 document number A3370412, pages 79 - 80 refers.

Resolution  2021/9

Moved:       Member Bruce Robertson

Seconded:  Chairperson John Vujcich

That the Assurance, Risk and Finance Committee receive the report Action Sheet Update August 2021.

In Favour:       Cr John Vujcich, Member Bruce Robertson, Mayor John Carter, Deputy Mayor Ann Court, Cr Rachel Smith, Cr Kelly Stratford, Cr Moko Tepania Member Mike Edmonds and Member Adele Gardner

Against:           Nil

Carried

7            Te  Wāhanga Tūmataiti / Public Excluded

RESOLUTION TO EXCLUDE THE PUBLIC

Resolution  2021/10

Moved:       Chairperson John Vujcich

Seconded:  Cr Moko Tepania

That the public be excluded from the following parts of the proceedings of this meeting.

The general subject matter of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48 of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

Ground(s) under section 48 for the passing of this resolution

7.1 - Confirmation of Previous Minutes

s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

7.2 - Draft Annual Report Financial position 30 June 2021

s7(2)(c)(i) - the withholding of the information is necessary to protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely to prejudice the supply of similar information, or information from the same source, and it is in the public interest that such information should continue to be supplied

s7(2)(f)(i) - free and frank expression of opinions by or between or to members or officers or employees of any local authority

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

7.3 - September Assurance and Audit Report

s7(2)(f)(i) - free and frank expression of opinions by or between or to members or officers or employees of any local authority

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

7.4 - Technology Update Report

s7(2)(j) - the withholding of the information is necessary to prevent the disclosure or use of official information for improper gain or improper advantage

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

7.5 - Far North District Council Current Legal Action and Potential Liability Claims as at 23 August 2021

s7(2)(g) - the withholding of the information is necessary to maintain legal professional privilege

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

In Favour:       Cr John Vujcich, Member Bruce Robertson, Mayor John Carter, Deputy Mayor Ann Court, Cr Rachel Smith, Cr Kelly Stratford, Cr Moko Tepania Member Mike Edmonds and Member Adele Gardner

Against:           Nil

Carried

 

Confirmation of Information and Decisions to be released in Public

REsolution 2021/11

Moved:       Chairperson John Vujcich

SecondedMember Bruce Robertson

That Assurance, Risk and Finance Committee confirms the information and decisions contained in the part of the meeting held with public excluded remains in public excluded.

In Favour:       Cr John Vujcich, Member Bruce Robertson, Mayor John Carter, Deputy Mayor Ann Court, Cr Rachel Smith, Cr Kelly Stratford, Cr Moko Tepania Member Mike Edmonds and Member Adele Gardner

Against:           Nil

carried

 

Resolution to Readmit the Public

Resolution  2021/12

Moved:       Chairperson John Vujcich

Seconded:  Mayor John Carter

That Assurance, Risk and Finance Committee moves out of Public Excluded and into Ordinary Assurance, Risk and Finance Committee meeting.

In Favour:       Cr John Vujcich, Member Bruce Robertson, Mayor John Carter, Deputy Mayor Ann Court, Cr Rachel Smith, Cr Kelly Stratford, Cr Moko Tepania Member Mike Edmonds and Member Adele Gardner

Against:           Nil

 Carried

 

8            Karakia Whakamutunga – Closing Prayer

Cr. Moko Tepania closed with a karakia.

9            tE kAPINGA hUI / Meeting Close

The meeting closed at 3:58 pm.

 

The minutes of this meeting will be confirmed at the Assurance, Risk and Finance Committee Meeting held on 20 October 2021.

 

...................................................

CHAIRPERSON